1. The Grammateus
STYLE

7. IS IT LEFT UP TO STYLE ???

8. Is How You Record the Minutes A matter of Preference ?

9. What should you expect the officially recorded minutes to look like ?

10. What to Include ?
What to Leave Out ?

11. Write too much?
Write too little?

12. Choose Your Method
Notebook Template
Laptop Tape Recorder
Shorthand

13. Obtain the meeting agenda and other pertinent materials
The agenda serves as your template for how the minutes are organized

14. Listen with Care
The Grammateus must focus on major issues, actions, and decisions.
She must sort through a lot of verbiage to understand what is really being said.
Be an active listener

15. The objective for the Grammateus is to stick to the facts
Just the Facts
The objective for the Grammateus is to stick to the facts

16. KEEP IT CLEAR AND SIMPLE
Provide language that is understandable, concise, and objective throughout

17. BE EXACT
The Grammateus must be absolutely accurate in presenting the facts of a meeting.

18. SUMMARIZE.....Don’t record conversations
word for word
Exception: Do record motions
Record the motion
Who made the motion
Who seconds the motion

19. Be specific when it really counts
A vague account will make your minutes less valuable

20. Use Keywords vs. Sentences

21. Keep emotions out
of the minutes

22. Reflect accurately the order Even if it doesn’t follow the agenda
of the discussion
Even if it doesn’t follow the agenda
The minutes are legal, historical documents. You never know when you will be asked about a meeting.

23. Bulleted
Lists
correspondence
suggestions
concerns

24. When confused,
Speak Up !
Ask for Clarification
Write yourself a note

25. Use a consistent format when writing the minutes

26. Your minutes should be as close to perfect as you can get them before anyone sees them.
***** Minutes should be approved by the Basileus before distribution.

27. Use a separate page for large corrections

28. Keep minutes in chronological order
Keep minutes in chronological order. Include all handouts and the agenda.

29. Pass records to your successor
Purge with care